Registrar, Acquisitions

POSITION SUMMARY

The Registrar, Acquisitions is a member of the Collections Management Department, within the Research and Interpretation Division, reports to the VP, Exhibitions, Collections & Conservation, and is responsible for all incoming acquisitions, which includes all pre-accessioning activity and other projects as required. Also shares responsibilities for collections care, collections work for exhibitions, fiscal matters, etc., with the VP and other department managers.

ESSENTIAL FUNCTIONS

Pre-Accessioning Activities: Tracking and accounting for all potential acquisitions including donations, purchases from artists and vendors, and promised gifts. Tasks include management of:

Correspondence with donors, artists, and vendors.
Off-site assessment of objects (if needed) and shipping and transportation of donations/purchases to museum/Resources Center.
Object review by Accessions Committee (see below).
All aspects of temporary number tracking system within files and database.
Issuance of all documentation related to acquisitions, including Deeds of Gift, Check Requests (as needed), Return Receipt, and artist management forms, such as the Non-Exclusive Rights Form.
Resolution of all temporary numbers through legal transfer of title to the museum or return to owner.
Transference of objects and files to Permanent Collection section or return declined objects to owner.

Position manages all above processing within current collections management database, in collaboration with Database Manager, and coordinates all staff activities relative to responsibilities above.

Accessions Committee: Responsible for scheduling, setting agenda, distributing agenda and accession proposal forms, chairing meetings, recording results of, and acting on recommendations of the Accessions Committee. Required tasks include initiating requests for proposal forms from Curators and Library Staff and gathering all documentation pertaining to provenance and ownership. Will alert the Chief Conservator when examinations of incoming collections as needed, including evidence of pest activity, damage, or long-term storage needs. Will orchestrate legal process for taking possession of objects subject to unique laws such as Fish and Wildlife, Endangered Species Act and Federal Firearms rules and regulations.

Donor Relations: Responsible for corresponding with donors and potential donors regarding potential and current donations to the Museum. Responsibilities include conveying Museum policies and procedures for donations, obtaining clear title of donated items to the Museum, handling proper return and documentation of declined items, managing appropriate appraisal information when requested by donor, and answering all inquiries from a donor about their donation. Must keep informed of current and updated legal and ethical issues regarding museum acquisitions, such as tax law that pertains to charitable organizations and how to handle 8283 tax forms.

Budget: Assists with and manages the development and tracking of the Collections Management department’s annual budget, especially where it concerns acquisitions. Will adhere to processes developed within the Collections Management and Finance Departments for the paying and tracking of all invoices generated to complete work.

Annual Report: Completes yearly review and audit of annual acquisition that is compiled in report form for Finance Department.

Deaccessioning: Responsible for adhering to and implementing all deaccessioning policies and procedures, as outlined in Collections Management policy, on the rare occasion when objects are being considered for deaccession.

Supervision of Other Staff: Sets goals, objectives, tasks, and projects to be delegated to direct report, including interns when applicable; develops procedures for training, and supervising staff in performance of those tasks; evaluation and feedback to staff on performance of those tasks.

OTHER FUNCTIONS

Long Term Collections Projects:

Ongoing File Management: Responsible for closing all unresolved (problem) files that pertain to unsigned deeds, unsigned return receipts, declined objects that need to be returned to the rightful owner, etc. Tasks include research and all correspondence work necessary for the Museum to gain title to objects or to arrange the proper return of declined objects.

Abandoned Property: Responsible for adhering to and implementing all Abandoned Property policies and procedures, as outlined in Collections Management policy, as cases are identified.

General Collections Management Department Work: All members of the Collections Management Department are responsible for the overall security and well‑being of the Museum collections, including monitoring and practicing proper handling and transport of collections; being present and alert in collections areas when non‑collections people are present; knowing and following Museum policy and procedures regarding security of the premises and collections; and being available for after-hours emergencies.

Other Duties as Required: The staff members of the Autry Museum act as a team to promote and perform to the best interests of the institution. As a member of this team the Acquisitions Registrar will be called upon to represent the department and/or the institution at special events, to participate in institution‑wide projects, and to participate in special department projects.

MINIMUM QUALIFICATIONS

Academic:

Bachelor’s degree in related field, i.e., Museum Studies, History, Native American Studies, Anthropology, Conservation or Art/Art History.
Master’s degree or comparable experience preferred.
Professional:
5-7 years prior museum work experience including file management, cataloging, donor relations, artifact handling, packing and familiarity with art/artifact shipping.
Knowledge of current museum registration methods, AAM standards, and collections stewardship theory and practice.
Experience working with historic collections and Native American cultural material required.
Excellent oral and written communication and interpersonal skills.
Experience managing staff, vendors, and interns.
Skill in writing routine professional correspondence.
Excellent attention to detail and ability to recognize discrepancies.
Strong planning and organizational skills, including agile management of multiple tasks and competing deadlines and logistical planning.
Strong problem-solving skills and ability to exercise sound independent judgment.
Demonstrated ability to work effectively both independently and as part of a team.
General comprehension of the basic physical nature of a variety of materials as represented in the museum’s collection.
Spatial and visual acuity